Privacy Policy | HeirClaim

Outwest Management LLC, a Utah limited liability company doing business as HeirClaim ("HeirClaim," "Company," "we," "us," or "our"), is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, retain, and safeguard your personal information when you visit our website, use our platform, or engage with our Services (as defined in our Terms of Service).

BY USING OUR SERVICES, YOU CONSENT TO THE COLLECTION, USE, AND DISCLOSURE OF YOUR PERSONAL INFORMATION AS DESCRIBED IN THIS PRIVACY POLICY. IF YOU DO NOT AGREE WITH THIS POLICY, PLEASE DO NOT USE OUR SERVICES.

1. Information We Collect

1.1 Information You Provide Directly

We collect the following categories of personal information that you provide to us voluntarily:

Account Registration Information: Full name, email address, password, phone number, mailing address, city, state, and ZIP code.
Search Information: Names, addresses, and other identifying information used to search for unclaimed property. Note: public searches (without an account) do not require personal information beyond the name being searched.
Claim Information: Social Security numbers (full or last 4 digits), dates of birth, dates of death, government-issued identification documents (driver's license, passport), proof-of-address documents, death certificates, birth certificates, marriage certificates, probate documents, small estate affidavits, and other documents related to claim filing.
Deceased Person Information: Names, dates of birth, dates of death, Social Security numbers, last known addresses, and relationship information for deceased persons whose unclaimed property you are seeking to claim as an heir.
Payment Information: Credit card numbers, billing addresses, and payment method details. Note: payment information is processed and stored by our third-party payment processor (Stripe) and is not stored on HeirClaim servers.
Communications: Messages, emails, support requests, and any other communications you send to us.

1.2 Information Collected Automatically

When you access the Services, we automatically collect certain technical information:

Device Information: Device type, operating system, browser type and version, screen resolution, and device identifiers.
Usage Information: Pages visited, features used, search queries performed, time spent on pages, click patterns, and navigation paths.
Log Data: IP address, access times, referring URLs, error logs, and server response codes.
Cookies and Similar Technologies: We use cookies, web beacons, pixels, and similar tracking technologies to collect information about your browsing activity. See Section 9 (Cookies) below for more details.

1.3 Information from Third-Party Sources

We may receive information about you from third-party sources, including:

State Government Databases: Unclaimed property records including owner names, addresses, property types, amounts, and holder information from state controllers' and treasurers' offices.
Authentication Providers: If you sign in using a third-party service (e.g., Google), we may receive your name and email address from that provider.
Public Records: Publicly available information used to verify identity or ownership claims.

2. How We Use Your Information

We use your personal information for the following purposes:

2.1 Service Delivery

Searching unclaimed property databases on your behalf.
Preparing and generating claim documents, affidavits, and declarations.
Submitting claims to state agencies on your behalf (with your authorization).
Tracking the status of your claims.
Communicating with you about your claims, account, and Services.

2.2 Account Management

Creating and managing your user account.
Verifying your identity and eligibility.
Processing payments and managing subscriptions.
Providing customer support.

2.3 Service Improvement

Analyzing usage patterns to improve the Services.
Developing new features and functionality.
Conducting internal research and analytics.
Debugging and fixing technical issues.

2.4 Security and Compliance

Detecting, preventing, and addressing fraud, security breaches, and abuse.
Enforcing our Terms of Service.
Complying with applicable laws, regulations, and legal processes.
Protecting the rights, property, and safety of HeirClaim, our users, and the public.

2.5 Communications

Sending transactional emails (account verification, password resets, claim status updates).
Sending service-related announcements and updates.
With your consent, sending promotional communications about new features or services. You may opt out of promotional communications at any time.

3. How We Share Your Information

HeirClaim does not sell, rent, trade, or otherwise transfer your personal information to third parties for their marketing purposes. We share your information only in the following limited circumstances:

3.1 State Government Agencies

When you authorize us to file an unclaimed property claim on your behalf, we will submit the necessary personal information and supporting documents to the applicable state agency. This is required to process your claim and recover your funds.

3.2 Service Providers

We share information with trusted third-party service providers who assist us in operating the Services, including:

Supabase: Database hosting, authentication, and file storage.
Stripe: Payment processing.
Vercel: Website hosting and deployment.
Email service providers: Transactional and service-related emails.

These service providers are contractually obligated to protect your information and may only use it to provide services to HeirClaim. They are prohibited from using your personal information for any other purpose.

3.3 Legal Requirements

We may disclose your information if required to do so by law or in response to:

A subpoena, court order, or other legal process.
A request from a government agency or law enforcement authority.
To protect the rights, property, or safety of HeirClaim, our users, or the public.
To enforce our Terms of Service or other agreements.
To investigate suspected fraud, violations of law, or security breaches.

3.4 Business Transfers

In the event of a merger, acquisition, reorganization, sale of assets, or bankruptcy of Outwest Management LLC, your personal information may be transferred to the acquiring entity. We will notify you of any such transfer and any changes to this Privacy Policy.

3.5 With Your Consent

We may share your information with third parties when you give us explicit consent to do so.

4. Data Security

We implement industry-standard security measures to protect your personal information, including:

Encryption in Transit: All data transmitted between your browser and our servers is encrypted using TLS/SSL (HTTPS).
Encryption at Rest: Sensitive data stored in our databases is encrypted at rest.
Access Controls: Row-level security (RLS) policies ensure users can only access their own data. Administrative access is restricted to authorized personnel only.
Authentication Security: Passwords are hashed using industry-standard algorithms. We support multi-factor authentication.
Session Management: Automatic session timeout after 30 minutes of inactivity.
Document Security: Uploaded documents are stored in private, access-controlled storage buckets. Generated documents are watermarked as drafts until finalized.
Regular Security Audits: We conduct periodic security reviews and vulnerability assessments.

While we strive to protect your personal information, no method of transmission over the Internet or method of electronic storage is 100% secure. We cannot guarantee absolute security of your data.

5. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes described in this Privacy Policy, including:

Active Accounts: We retain your account information for as long as your account is active.
Claim Records: We retain claim-related documents and information for a minimum of seven (7) years after the claim is resolved, as required by applicable recordkeeping regulations. During this period, you can download any of your claim documents from the HeirClaim Document Vault at any time.
Subscription-Independent Storage: Document storage is included in all plans at no additional cost. Canceling your HeirClaim subscription does not delete your documents — they remain accessible in your account for the full seven-year retention period.
Financial Records: Payment and transaction records are retained for a minimum of seven (7) years for tax and accounting purposes.
Deleted Accounts: Upon account deletion, we will delete or anonymize your personal information within ninety (90) days, except for information we are required to retain by law.
Public Search Data: Searches performed without an account are not associated with any personal information and are retained only in anonymized server logs.

6. Your Rights and Choices

6.1 Account Management

You may access, update, or correct your personal information at any time by logging into your account and navigating to Settings. You may also contact us at support@heirclaim.com to request changes.

6.2 Account Deletion

You may request deletion of your account and personal information by contacting us at support@heirclaim.com. Please note that we may retain certain information as required by law or for legitimate business purposes (e.g., fraud prevention, dispute resolution, active claims).

6.3 Communication Preferences

You may opt out of promotional emails by clicking the "unsubscribe" link in any promotional email. You may not opt out of transactional emails related to your account or active claims.

6.4 Do Not Track

Some browsers have a "Do Not Track" feature that signals to websites that you do not want your online activity tracked. Our Services currently do not respond to "Do Not Track" signals.

7. California Privacy Rights (CCPA/CPRA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA) as amended by the California Privacy Rights Act (CPRA):

7.1 Right to Know

You have the right to request that we disclose:

The categories of personal information we have collected about you.
The categories of sources from which your personal information was collected.
The business or commercial purpose for collecting your personal information.
The categories of third parties with whom we share your personal information.
The specific pieces of personal information we have collected about you.

7.2 Right to Delete

You have the right to request that we delete your personal information, subject to certain exceptions (e.g., legal obligations, active claims, fraud prevention).

7.3 Right to Correct

You have the right to request that we correct inaccurate personal information that we maintain about you.

7.4 Right to Opt Out of Sale/Sharing

HeirClaim does not sell your personal information. We do not share your personal information for cross-context behavioral advertising. Therefore, there is no need to opt out.

7.5 Right to Non-Discrimination

We will not discriminate against you for exercising any of your CCPA/CPRA rights. We will not deny you services, charge you different prices, or provide a different quality of service because you exercise your privacy rights.

7.6 How to Exercise Your Rights

To exercise your California privacy rights, please contact us at support@heirclaim.com with the subject line "CCPA Request." We will verify your identity before processing your request. We will respond to verifiable consumer requests within forty-five (45) days. You may also designate an authorized agent to make a request on your behalf.

7.7 Categories of Personal Information Collected

In the preceding twelve (12) months, we have collected the following categories of personal information:

Identifiers: Name, email address, phone number, mailing address, IP address, account credentials.
Protected Classification Characteristics: Date of birth (for identity verification purposes only).
Commercial Information: Payment history, subscription records, transaction details.
Internet Activity: Browsing history on our site, search history, interaction data.
Geolocation Data: Approximate location derived from IP address.
Sensitive Personal Information: Social Security numbers, government-issued ID numbers, financial account information (processed by Stripe, not stored by HeirClaim). This information is used solely for the purpose of verifying your identity and filing unclaimed property claims.

8. Additional State Privacy Rights

In addition to the California rights described above, residents of the following states have specific privacy rights under their respective state laws. HeirClaim does not sell your personal information or use it for targeted advertising.

8.1 Virginia (VCDPA)

If you are a Virginia resident, the Virginia Consumer Data Protection Act (VCDPA) provides you with the following rights:

Right to access, correct, and delete your personal data.
Right to obtain a copy of your personal data in a portable format.
Right to opt out of the processing of your personal data for targeted advertising, the sale of your data, or profiling that produces legal or similarly significant effects.

If we decline your request, you may appeal the decision by contacting us at support@heirclaim.com with the subject line "VCDPA Appeal." If your appeal is denied, you may contact the Virginia Attorney General at oag.state.va.us.

8.2 Colorado (CPA)

If you are a Colorado resident, the Colorado Privacy Act (CPA) provides you with the following rights:

Right to access, correct, and delete your personal data.
Right to data portability.
Right to opt out of targeted advertising, the sale of your personal data, or profiling with legal or similarly significant effects.

8.3 Connecticut (CTDPA)

If you are a Connecticut resident, the Connecticut Data Privacy Act (CTDPA) provides you with the following rights:

Right to access, correct, and delete your personal data.
Right to data portability.
Right to opt out of targeted advertising, the sale of your personal data, or profiling with legal or similarly significant effects.

We recognize universal opt-out mechanisms, including the Global Privacy Control (GPC) signal. If we decline your request, you may appeal by contacting us at support@heirclaim.com with the subject line "CTDPA Appeal." If your appeal is denied, you may contact the Connecticut Attorney General at dir.ct.gov/ag.

8.4 Utah (UCPA)

If you are a Utah resident, the Utah Consumer Privacy Act (UCPA) provides you with the following rights:

Right to access and delete your personal data.
Right to data portability.
Right to opt out of targeted advertising and the sale of your personal data.

8.5 Texas (TDPSA)

If you are a Texas resident, the Texas Data Privacy and Security Act (TDPSA) provides you with the following rights:

Right to access, correct, and delete your personal data.
Right to data portability.
Right to opt out of targeted advertising, the sale of your personal data, or profiling with legal or similarly significant effects.

8.6 Oregon (OCPA)

If you are an Oregon resident, the Oregon Consumer Privacy Act (OCPA) provides you with the following rights:

Right to access, correct, and delete your personal data.
Right to data portability.
Right to opt out of targeted advertising, the sale of your personal data, or profiling with legal or similarly significant effects.
Right to obtain a list of third parties to whom your personal data has been disclosed.

8.7 Montana (MCDPA)

If you are a Montana resident, the Montana Consumer Data Privacy Act (MCDPA) provides you with the following rights:

Right to access, correct, and delete your personal data.
Right to data portability.
Right to opt out of targeted advertising, the sale of your personal data, or profiling with legal or similarly significant effects.

8.8 Iowa (ICDPA)

If you are an Iowa resident, the Iowa Consumer Data Protection Act (ICDPA) provides you with the following rights:

Right to access and delete your personal data.
Right to data portability.
Right to opt out of targeted advertising and the sale of your personal data.

8.9 Delaware (DPDPA)

If you are a Delaware resident, the Delaware Personal Data Privacy Act (DPDPA) provides you with the following rights:

Right to access, correct, and delete your personal data.
Right to data portability.
Right to opt out of targeted advertising, the sale of your personal data, or profiling with legal or similarly significant effects.

8.10 New Hampshire

If you are a New Hampshire resident, the New Hampshire Privacy Act provides you with the following rights:

Right to access, correct, and delete your personal data.
Right to data portability.
Right to opt out of targeted advertising, the sale of your personal data, or profiling with legal or similarly significant effects.

8.11 New Jersey (NJDPA)

If you are a New Jersey resident, the New Jersey Data Privacy Act (NJDPA) provides you with the following rights:

Right to access, correct, and delete your personal data.
Right to data portability.
Right to opt out of targeted advertising, the sale of your personal data, or profiling with legal or similarly significant effects.

8.12 Nebraska

If you are a Nebraska resident, the Nebraska Data Privacy Act provides you with the following rights:

Right to access, correct, and delete your personal data.
Right to data portability.
Right to opt out of targeted advertising, the sale of your personal data, or profiling with legal or similarly significant effects.

8.13 Maryland (MODPA)

If you are a Maryland resident, the Maryland Online Data Privacy Act (MODPA) provides you with the following rights:

Right to access, correct, and delete your personal data.
Right to data portability.
Right to opt out of targeted advertising, the sale of your personal data, or profiling with legal or similarly significant effects.

Maryland law requires that we limit the collection of personal data to what is reasonably necessary and proportionate to provide the services you request. We recognize universal opt-out mechanisms, including the Global Privacy Control (GPC) signal. If we decline your request, you may appeal by contacting us at support@heirclaim.com with the subject line "MODPA Appeal."

8.14 Minnesota

If you are a Minnesota resident, the Minnesota Consumer Data Privacy Act provides you with the following rights:

Right to access, correct, and delete your personal data.
Right to data portability.
Right to opt out of targeted advertising, the sale of your personal data, or profiling with legal or similarly significant effects.
Right to question the results of profiling that produces legal or similarly significant effects.

8.15 Tennessee (TIPA)

If you are a Tennessee resident, the Tennessee Information Protection Act (TIPA) provides you with the following rights:

Right to access, correct, and delete your personal data.
Right to data portability.
Right to opt out of targeted advertising, the sale of your personal data, or profiling with legal or similarly significant effects.

If we decline your request, you may appeal by contacting us at support@heirclaim.com with the subject line "TIPA Appeal."

8.16 Indiana

If you are an Indiana resident, the Indiana Consumer Data Protection Act provides you with the following rights:

Right to access, correct, and delete your personal data.
Right to data portability.
Right to opt out of targeted advertising, the sale of your personal data, or profiling with legal or similarly significant effects.

If we decline your request, you may appeal by contacting us at support@heirclaim.com with the subject line "IN Privacy Appeal."

8.17 Kentucky

If you are a Kentucky resident, the Kentucky Consumer Data Protection Act provides you with the following rights:

Right to access, correct, and delete your personal data.
Right to data portability.
Right to opt out of targeted advertising, the sale of your personal data, or profiling with legal or similarly significant effects.

If we decline your request, you may appeal by contacting us at support@heirclaim.com with the subject line "KY Privacy Appeal."

8.18 Rhode Island

If you are a Rhode Island resident, the Rhode Island Data Transparency and Privacy Protection Act provides you with the following rights:

Right to access, correct, and delete your personal data.
Right to data portability.
Right to opt out of targeted advertising, the sale of your personal data, or profiling with legal or similarly significant effects.

If we decline your request, you may appeal by contacting us at support@heirclaim.com with the subject line "RI Privacy Appeal."

8.19 How to Exercise Your State Privacy Rights

To exercise any of the rights described above, please contact us at support@heirclaim.com with the applicable subject line (e.g., "VCDPA Request," "CPA Request"). We will verify your identity before processing your request and respond within forty-five (45) days. If we need additional time, we may extend this period by an additional forty-five (45) days and will notify you of the extension. Iowa residents will receive a response within ninety (90) days.

9. Cookies and Tracking Technologies

9.1 Types of Cookies We Use

Essential Cookies: Required for the Services to function (authentication, session management, security). These cannot be disabled.
Functional Cookies: Remember your preferences and settings (language, region, display preferences).
Analytics Cookies: Help us understand how users interact with the Services (page views, click patterns, feature usage). We use this data to improve the Services.

9.2 Managing Cookies

You can manage cookie preferences through your browser settings. Most browsers allow you to block or delete cookies. However, blocking essential cookies may impair the functionality of the Services. For more information about cookies, visit www.allaboutcookies.org.

9.3 No Third-Party Advertising

HeirClaim does not use third-party advertising cookies or tracking pixels. We do not serve targeted advertisements or participate in ad networks.

10. Children's Privacy

The Services are not intended for children under the age of 18. We do not knowingly collect personal information from children under 18. If we discover that we have collected personal information from a child under 18, we will promptly delete such information. If you believe that a child under 18 has provided us with personal information, please contact us at support@heirclaim.com.

11. International Users

The Services are operated from the United States. If you are accessing the Services from outside the United States, please be aware that your information may be transferred to, stored, and processed in the United States, where data protection laws may differ from those of your country. By using the Services, you consent to the transfer of your information to the United States.

12. Third-Party Links

The Services may contain links to third-party websites or services that are not owned or controlled by HeirClaim. This Privacy Policy does not apply to third-party websites. We encourage you to review the privacy policies of any third-party websites you visit. HeirClaim is not responsible for the privacy practices of any third-party websites or services.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Material changes will be communicated by posting the updated policy on the Services and updating the "Last Updated" date. For significant changes, we may also notify you by email or through an in-app notification. Your continued use of the Services after any changes constitutes your acceptance of the updated Privacy Policy.

14. Data Breach Notification

In the event of a data breach that compromises your personal information, HeirClaim will notify affected users within seventy-two (72) hours of discovering the breach, as required by applicable law. We will also notify any relevant regulatory authorities as required.

15. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us at:

Outwest Management LLC d/b/a HeirClaim
Email: support@heirclaim.com
Website: heirclaim.com

For CCPA/CPRA requests, please email support@heirclaim.com with the subject line "CCPA Request."